School of Medicine Established in 1930, Duke University School of Medicine is the youngest of the nation's top medical schools. Ranked sixth among medical schools in the nation, the School takes pride in being an inclusive community of outstanding learners, investigators, clinicians, and staff where interdisciplinary collaboration is embraced and great ideas accelerate translation of fundamental scientific discoveries to improve human health locally and around the globe. Composed of more than 2,500 faculty physicians and researchers, more than 1,300 students, and more than 6,000 staff, the Duke University School of Medicine along with the Duke University School of Nursing, Duke University Health System and the Private Diagnostic Clinic (PDC) comprise Duke Health. a world-class academic medical center. The Health System encompasses Duke University Hospital, Duke Regional Hospital, Duke Raleigh Hospital, Duke Primary Care, Duke Home and Hospice, Duke Health and Wellness, and multiple affiliations.
PROGRAM COORDINATOR
Duke University Job Description
Department of Medicine
Division of Rheumatology
Job Summary
The Program Coordinator will assist the Division Chief of Rheumatology and Immunology providing advanced administrative support. Plan, coordinate and administer activities of the Chief’s office. Apply project management skills and knowledge to resolve complex and confidential non-routine administrative problems.
Duties and Responsibilities
- Assist departmental administration in identifying and cultivating relationships with potential funders - pharma MSL’s, foundations, philanthropy. Maintains roster of appropriate contacts; connect and establish meetings between faculty and identified sources. Facilitate applications for funding by faculty.
- Responsible for maintaining strategic documents and facilitating the implementation of events and programming; maintain division website and develop newsletters, fliers, slide presentations, and other materials for internal and external audiences.
- Prepare drafts and final copy ensuring careful copy editing and formatting of all correspondence. Assist in acquisition of documents needed for annual reviews, promotions, and letters of recommendation, ensuring timely submission.
- Create checklists, trackers, & systems to prevent “misses” on regulatory and funding. Provide visibility and transparency in projects (e.g. financial projections)
- Review and interpret sponsor documents (i.e., applications, award notices, and terms and conditions). Monitor all activities for assigned portfolios in managing sponsored awards, monitor the proper and timely filing of sponsor documents, including submissions, modifications, extensions and all post award required reports (financial, technical, etc.).
- Collaborate with other Business Offices, Central Offices, external institutions and sponsoring agencies to ensure the proper management of sponsor funds.
- Based on the funding and activities of the faculty member or client, identify and propose alternatives for allocating effort, spending pattern adjustments, and allocation methodologies.
- Provide advanced independent administrative support to the Division Chief, providing program coordination, evaluation of program effectiveness and implement modifications as needed. prepares correspondence, agendas, coordinate meetings and/or conferences.
- Manage internal and external speaking engagements, scheduling, travel, completion of COI and other paperwork as necessary.
- Assist with faculty recruitment process: coordinate recruitment scheduling and logistics of travel, and on-site visits. Maintain documentation and process reimbursements as needed.
Preferred Qualifications
- Additional training in project management or related training.
- Knowledge of research administration AND/OR grants and contracts.
Preferred Experience
Two years of experience in advanced administrative support or project management, with increasing scope and independence.
Minimum Qualifications
Education
Work requires analytical, communications and organizational skills generally acquired through completion of a bachelor's degree program.
Experience
Work requires one year of experience in program administration or OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE involving academic, instructional or counseling activities to acquire skills necessary to plan, coordinate and implement a variety of program activities and events.
Job Code: 00002321 PROGRAM COORD
Job Level: 10
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